Job Description: Admin Officer (GiftAbled Foundation)

Job Summary : As an Admin Officer at GiftAbled Foundation, you will be responsible for managing day-to-day administrative, logístical, and operational functions across all project districts of GiftAbled . The role is critical in supporting office operations, vendor management, travel coordination, asset tracking, and compliance across multiple locations.

You will work closely with Program, HR, and Finance teams to maintain productive, cost-effective, and compliant administrative systems aligned with GiftAbled’s inclusive work culture.

You will report to the Program Manager/Operations Lead.

Key Responsibilities : Administrative & Office Operations :

- Manage daily administrative operations across all GiftAbled project districts .
- Ensure smooth functioning of offices and training centers.
- Maintain office infrastructure, utilities, and general upkeep.
- Ensure availability of office supplies and accessibility arrangements for Persons with Disabilities (PwDs).
- Maintain proper filing systems (physical and digital).
- Support program events, trainings, workshops, and meetings across locations.

Vendor Identification & Procurement Transparency :

- Identify, empanel, and maintain a database of reliable vendors across project districts.
- Ensure transparent and competitive vendor selection through proper quotation comparison.
- Follow GiftAbled procurement policies and documentation standards.
- Negotiate cost-effective rates while maintaining quality.
- Maintain complete records of vendor evaluations, contracts, and work orders.
- Ensure ethical procurement practices and audit readiness.

Vendor & Procurement Management :

- Coordinate with vendors for maintenance, supplies, and service contracts.
- Support procurement processes as per GiftAbled policies.
- Track invoices, bills, and payment documentation.




- Maintain updated vendor database and performance records.

Asset & Inventory Management :

- Maintain asset and inventory registers for all project locations.
- Track movement of equipment and office resources.
- Conduct periodic physical verification of assets.
- Ensure proper tagging and record keeping.

Travel & Logistics :

- Arrange travel, accommodation, and local logistics for staff and visitors.
- Support field visit planning and training logistics across districts.
- Maintain travel records and vehicle logs (if applicable).
- Coordinate courier and dispatch activities.

Compliance & Reporting :

- Maintain administrative MIS and documentation.
- Support internal and external audit requirements.
- Ensure adherence to organizational administrative policies across locations.
- Monitor cost efficiency in admin expenses.
- Submit periodic admin reports to management.

Collaboration : Work Closely With : Program Teams, HR, Finance Coordinate With : Vendors, training partners, employers (for logistics support)

Qualifications : Education :

- Bachelor’s degree in Administration, Management, Commerce, or related field.
- Additional certification in office administration or operations is an advantage.

Experience :

- Minimum 3-5 years of experience in administration or operations.
- Experience in NGO/social enterprise/program environment preferred.
- Experience handling multi-district operations is an advantage.

Skills & Competencies : ✔ Administration & multi-location operations ✔ Transparent vendor management ✔ Procurement and quotation comparison ✔ Inventory & asset tracking ✔ Documentation & compliance ✔ Event and travel logistics ✔ Time management and multitasking ✔ Problem-solving ability ✔ Strong communication skills ✔ Sensitivity toward disability inclusion

Compensation : Pay: ₹25,000.00 - ₹35,000.00 per month

Work Location: In person

📌 Admin Officer (Giftabled Foundation) (Bhinga)
🏢 GiftAbled Foundation
📍 Bhinga